Admin Executive

CHINA STATE CONSTRUCTION ENGINEERING (M) SDN. BHD.; Kuala Lumpur; On-site; MYR 50,000 - 89,000; Full time

Job summary

CHINA STATE CONSTRUCTION ENGINEERING (M) SDN. BHD. seeks an organized administrative professional to streamline office operations, support project sites, and coordinate travel, procurement, and vendor activities. The role requires strong bilingual capabilities and meticulous record-keeping across departments.

You will manage hostels for foreign staff, handle invoices, and assist in meetings and events, ensuring timely, accurate administration and smooth daily operations across the company.

Qualifications

• Diploma or Bachelor's Degree in Business Administration, Office Management, or related field.
• Fresh graduates are encouraged to apply; candidates with up to 2 years’ experience in Administration or Office Management have an advantage.
• Experience in travel arrangements, office procurement, vendor coordination, hostel management, and expense claim processing.
• Strong organizational, multitasking and problem-solving skills with attention to detail.
• Able to work independently, prioritize tasks, and meet deadlines.
• Proficient in Microsoft Office.
• Excellent command of Chinese, English and Bahasa Malaysia; Chinese mandatory for frequent Mandarin communication.

Responsibilities

• Manage daily administrative operations to ensure smooth office and project-site activities.
• Arrange domestic and international travel for management, staff, and visitors.
• Coordinate travel itineraries and ensure timely arrangements.
• Purchase and manage office supplies and pantry items; control inventory.
• Process office purchases and maintain inventory records.
• Handle utility bills, rent, internet and other payments promptly.
• Prepare and process expense claims and payment submissions for management.
• Coordinate with vendors, suppliers, landlords and service providers.
• Manage company-provided hostels for foreign employees, including allocations and check-ins.
• Maintain administrative records, contracts, licenses and company documents.
• Handle correspondence, courier services and document filing.
• Assist in organizing meetings, trainings and corporate events.
• Perform other administrative duties as assigned by management.

Skills

Chinese language

English language

Bahasa Malaysia

MS Office

Organization

Multitasking

Problem solving

Independent worker

Travel arrangements

Vendor coordination

Education

Diploma or Bachelor’s Degree in Business Administration/Office Management

Tools

Microsoft Office

Job description

Manage daily administrative operations to ensure the smooth running of the office and project sites.
负责公司日常行政事务，确保办公室及项目现场行政工作的顺利运作。

Arrange domestic and international flight bookings, accommodation, airport transfers, and transportation for management, employees, and visitors.
负责安排管理层、员工及访客的国内外机票、住宿、机场接送及交通安排。

Coordinate travel itineraries and ensure timely travel arrangements.
协调出差行程，确保各项出行安排及时妥善完成。

Purchase and manage office supplies, stationery, pantry items, and other administrative necessities.
负责办公用品、文具、茶水间物资及其他行政用品的采购与管理。

Process office purchases and maintain inventory records to ensure sufficient stock levels.
负责行政物资采购及库存管理，确保办公物资充足。

Handle utility bills, rental payments, internet, telephone, and other administrative-related payments in a timely manner.
负责水电费、租金、网络、电话及其他行政费用的核对与付款。

Prepare, verify, and process expense claims, reimbursement requests, and payment submissions for management.
负责管理层费用报销、付款申请及相关费用审核工作。

Coordinate with vendors, suppliers, landlords, and service providers to ensure efficient office operations.
协调供应商、服务商及房东等外部单位，确保行政事务顺利进行。

Manage company-provided hostels for foreign employees, including room allocation, check-in/check-out arrangements, maintenance coordination, and ensuring a comfortable living environment.
负责公司外籍员工宿舍管理，包括房间分配、入住及退宿安排、宿舍维修协调及住宿环境管理。

Maintain and update administrative records, contracts, licenses, and company documentation.
负责行政档案、合同、证照及公司相关文件的整理、维护与更新。

Handle incoming correspondence, courier services, and document filing.
负责来往邮件、快递收发及文件归档管理。

Assist in organizing company meetings, training sessions, corporate events, and other administrative activities.
协助组织公司会议、培训、企业活动及其他行政相关事项。

Perform other administrative duties assigned by the management from time to time.
完成管理层交办的其他行政相关工作。

Job Requirements / 任职要求

Diploma or Bachelor's Degree in Business Administration, Office Management, or a related field.
大专或本科及以上学历，行政管理、工商管理或相关专业优先。

Fresh graduates are encouraged to apply. Candidates with up to 2 years of experience in Administration or Office Management, preferably in the construction industry, will have an added advantage.
欢迎应届毕业生申请；具备2年以内行政或办公室管理工作经验者优先考虑，有建筑行业经验者更佳。

Experience in travel arrangements, office procurement, vendor coordination, hostel/facility management, and expense claim processing is an advantage.
具备差旅安排、行政采购、供应商协调、宿舍管理及费用报销处理经验者优先。

Strong organizational, multitasking, and problem-solving skills with excellent attention to detail.
具备良好的组织协调能力、多任务处理能力及问题解决能力，工作细心认真。

Able to work independently, prioritize tasks, and meet deadlines.
具备独立工作能力，能够合理安排工作优先级，并按时完成各项任务。

Able to respond promptly and adapt to urgent or last-minute administrative arrangements.
能够快速响应紧急或临时行政安排，并具备良好的应变能力。

Proficient in Microsoft Office applications (Excel, Word, Outlook, and PowerPoint).
熟练使用 Microsoft Office 办公软件（Excel、Word、Outlook、PowerPoint）。

Excellent command of Chinese, English, and Bahasa Malaysia (both written and spoken). Chinese is mandatory as the role requires frequent communication with Mandarin-speaking management, employees, vendors, and external stakeholders.
具备良好的中文、英文及马来文听说读写能力，其中中文为必备要求，因工作需要经常与中文管理层、员工、供应商及外部合作单位沟通。